3.2 Running and Editing a Scheduled Meeting

A Scheduled Meeting is a meeting that can have predefined participants and an optional scheduled starting time. If you create a Scheduled Meeting with a schedule time, the time is placed in e-mail invitations that go out to meeting participants. You can start a Scheduled Meeting at any time, regardless of the time it is scheduled. A Scheduled Meeting can involve a phone call conference, calls, chat, and sharing data.

NOTE:If you make an invitee a moderator to a Scheduled Meeting, the invitee becomes a persistent moderator who can start, but not edit, your Scheduled Meetings. For more information, see Meeting Roles.

To create a new Scheduled Meeting:

  1. Click Schedule New.

    Meetings menu

    The Meeting Setup window appears. The Meeting ID and Meeting PIN remain blank until the meeting is scheduled.

  2. Add your contacts. For more information, see Adding and Removing Meeting Invitees.

  3. Configure the meeting options. For more information, see Editing the Meeting Options.

  4. Click Schedule Meeting.

  5. If you selected e-mail notifications, a dialog appears for pre-sending meeting invitations:

    Meeting confirmation window

    • Select Send Emails to All Meeting Invitees to send invitations to everyone invited, even if they have previously received e-mail invitations.

    • Select Send Emails to New Invitees Only to only send invitations to invitees you just added.

      NOTE:With a new meeting, all invitees are new, so invitations go to everyone.

    • Select Do Not Send Emails if you do not want any e-mail notifications sent.

    Click OK.

To Start a Scheduled Meeting:

  1. Select one of your Scheduled Meetings or a meeting where you are a designated moderator (look for the Yes in the Moderator column).

  2. Click Start.

    Start button

    The Meeting Setup window appears.

  3. Add any additional contacts you want to invite to the meeting. See Adding and Removing Meeting Invitees.

  4. If necessary, edit the meeting options. See Section 3.4, Editing the Meeting Options.

  5. Click Start Meeting at the bottom of the window.

To Edit Settings for a Scheduled Meeting:

  1. Select one of your Scheduled Meetings.

  2. Click Edit to bring up the Meeting Setup window.

  3. Edit your contacts. See Adding and Removing Meeting Invitees.

  4. Edit the meeting options. See Section 3.4, Editing the Meeting Options.

  5. Click Schedule Meeting.